Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Changing the User Name in Existing Comments.

Changing the User Name in Existing Comments

by Allen Wyatt
(last updated August 19, 2017)

9

Denise notes that when she uses Track Changes and inserts a comment, the user's name shows in the comment. When she is ready to finalize the document, but with Track Changes still on, Denise wonders if she can go back and change the user name on one or more comments.

There are a couple of things you can do to make the changes. First, you could change the user name and initials to the name you want in the comments and then, effectively, recreate the comments. (You can copy the comment into the Clipboard and then paste it back into the document.) This has a downside, however, as the date and time stamp for the comment will be updated to reflect when you recreated the comment.

Perhaps a better approach is to use a macro to make the changes. When a comment is created, it is added to the Comments collection, which can be accessed through VBA. Each comment has Author and Initial properties that, respectively, represent the comment author's name and initials. The following macro is an example of how these can be changed:

Sub ChangeCommentAuthor()
    Dim J As Integer
    Dim sAuthorname As String
    Dim sInitial As String

    If Selection.Comments.Count = 0 Then
        MsgBox "No comments in your selection!", _
          vbCritical + vbOKOnly, "Cannot perform action"
        Exit Sub
    End If

    sAuthorname = InputBox("New author name?", _
      "Comments Author Name")
    If sAuthorname = "" Then End

    sInitial = InputBox("New author initials?", _
      "Comments Initials")
    If sInitial = "" Then End

    With Selection
        For J = 1 To .Comments.Count
            .Comments(J).Author = sAuthorname
            .Comments(J).Initial = sInitial
        Next J
    End With
End Sub

All you need to do is make a selection that contains the comment you want to modify (select the text in the main document that includes the comment indicator) and then run the macro. Enter a new name and initials when prompted. When the macro is done running, it may not appear like anything has changed. If you save your document and reload it, you'll note that the comment author names have been changed as you indicated.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8614) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Changing the User Name in Existing Comments.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Returning the MODE of a Range

The MODE function is used to determine the most frequently recurring value in a range. This tip explains how to use the ...

Discover More

Sticking with the Dashes

By default, dashes don't "stick" to the text that follows them. Here's one way around this normal formatting convention.

Discover More

Last Saved Date in a Footer

When printing out a worksheet, you may want Excel to include, in the footer, the date the data was last saved. There is ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Numbering Comments

When editing a document written by others, it is not uncommon to add comments throughout the text. To reference these ...

Discover More

Removing All Comments

Need to get rid of all the comments in your document that are added to your text? You can do so by using the regular Find ...

Discover More

Copying, Moving, and Deleting Comments

Comments are often added to documents to aid in their development. You can use regular editing techniques to copy, move, ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 5 + 2?

2018-04-24 16:10:50

Deborah

Thank you. This has been extremely useful for us in preparing documents for sharing with our clients.

Is there a way to change authorship for specific set of contributors, but leave "client" comments as is?


2018-01-25 19:03:08

Scott A

That was enormously helpful. Thank you for developing that and sharing it.


2018-01-09 10:50:53

Rachel

Wow. Perfect, even for a macro novice. Thank you!


2017-11-29 16:08:53

Fernando

This was SO helpful.

Thanks a lot!


2017-11-20 10:11:41

BenC

Hello Allen
Thanks it's very helpful.
Is there a way to do execute a VBA macro to perform the same User Name modifications but for all the changes in Track Changes mode?
One of my team member performed several changes on a document and me too but I would like to have all of them appear under the same name.
I know we could have changed our username at first but it's too late now :/

Thanks!


2017-11-16 14:05:33

Juanita H.

You have NO IDEA how incredibly useful this will be for my work. Thank you!


2017-11-02 13:22:04

CAROLINA HERNANDEZ

YOU ROCK.. HOW CAN I CHANGE ALSO THE NAME OR THE REVIEWS?


2017-09-03 21:24:40

Simon

That is gold - exactly the code I was looking for. Thank you!!


2017-08-21 08:53:29

Michael Schuler

This is a great macro; I was under the impression that the user ID for comments couldn't be revised. Is there any similar way to change the ID that appears for tracked changes in a selection?


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.